Send a document or a group of documents to a large group of people at once from the Document Distribution workspace.

Document Distribution workspace

The Document Distribution workspace allows you to send one or more documents to a group.

The Document Distribution workspace is divided into the following sections:

• The Document Distributions list on the left, which displays a list of all of the current and completed document distributions.
• The detail zone on the top right, which displays the properties of a selected document distribution.
• The documents and recipients zone at the bottom right, which has the following two tabs:

  Documents
  Displays the documents and attachments related to the document distribution.
  Recipients
  Displays the contacts who will receive the document distribution, and identifies the specific documents being sent to each contact.

Adding document distributions

Specify an email template when you add a new document distribution.

To add a new document distribution:

1. Navigate to the Document Distributions workspace.
2. In the Document Distributions list, click the Add Document Distribution button .
   The Add Document Distribution dialog opens.
3. In the dialog, enter a description for the document distribution. This name displays in the Document Distributions list.

4. Select an email template. This will be included in the body of every email you send to the recipients of the document distribution. Note that this is a mandatory field. Click the Select button  in the Email Template field. The Select Document dialog appears, showing the documents of the Document Manager. Navigate to and select the document you want to use for your email template, and click OK .
   

   There are two ways you can create the email template document: you can enter text (which may include merge fields) into the Notes section of the email template document, or you can create a Microsoft Word file and attach it to it.

5. Click OK .
   The document distribution is added.

Deleting document distributions

Delete document distributions to permanently remove them from NexJ CRM .

To delete a document distribution:

1. Navigate to the Document Distribution workspace.
2. In the Document Distributions list, click the Action button  for the document distribution and select Delete .
3. In the confirmation dialog that opens, click Delete.

The document distribution is permanently deleted from the Document Manager.

Modifying document distributions

You can only modify values of active document distributions. You cannot modify completed document distributions. A completed document distribution is one that has already been sent and for which the status is Completed .

To modify an active document distribution:

1. Select the document distribution in the Document Distributions list.
   Its details appear in the detail zone.
2. You can change any of the properties in the detail zone by clicking the Edit button  and making your changes in the Edit dialog. You cannot, however, change the Status and Date Sent values in the list; these are updated automatically.
3. [Optional] If you want to a record of the document distribution, select the Log Event checkbox. The system will log the document distribution the same way as batch printing or emailing in the Document Manager. For more information, see Emailing documents from the Document Manager.
4. Click OK to save your changes.

Adding and removing documents

You can add and remove documents for distribution.

To add and remove documents for distribution:

1. Navigate to the Document Distribution workspace.
2. In the Document Distributions list, select the document distribution you want to modify.
3. Click the Documents tab.
   A list of the document distribution's current documents opens.
4. Click the Select button .
   The Select Document dialog opens.
5. Adjust the list on the right as desired; the list on the left shows all documents contained in the Document Manager.

6. Click OK .

   You can view a specific document's attachments in the section to the right of the documents list. By clicking on the file name of attachment, you can save the attachment to your computer.

Generating recipients

Recipients cannot be added manually to a document distribution. To get a list of recipients for the document distribution, you must click Generate Recipients at the top left of the details zone. This creates a list of all contacts who are able to receive the document distribution (this is configured in the Contacts workspace, see Saved lists ). To view this list, click the Recipients tab.

Once you have generated a list of all possible recipients, you may want to remove some users or contacts from this particular distribution, even though they are eligible to receive it. You can enable or disable recipients for the document distribution by selecting or clearing the boxes to the left of their names in the Recipients subtab.

Specifying recipient attachments

It is possible that you will want a recipient who is eligible for two documents to receive only one of them.

To do this, you must use the Recipient Attachments zone:

1. Select the recipient in the recipients list.
   The documents he or she is eligible to receive appear in the Recipient Attachments zone.
2. In the Recipient Attachments zone, click the Select button .
   The Attachments dialog opens. The list on the left side of the dialog contains all of the available attachments, and the list on the right side of the dialog contains the attachments that the recipient will receive.
3. Click Add or Remove to modify the list of attachments that the recipient will receive.
4. Click OK .
   The Attachments dialog closes.

Only the attachments that will be sent to the recipient appear in the Recipient Attachments zone.

Testing document distributions

You must send emails to test the email template before sending out the real document distribution.

To test the document distribution:

1. Navigate to the Document Distribution workspace.
2. Select the document distribution you want to test from the list.
   Its details appear in the detail zone.
3. Click Test at the top right of the detail zone.
   The Send Test Email dialog opens.
4. In the Test Recipients section, select All to test all of the recipients or Current to test the recipient who is currently selected in the recipients list.
5. Make sure a valid email address has been entered in the Email To field.
   This is the address where test emails will be sent.
6. Click OK .

If you chose to test All and everything goes smoothly, one email will be sent to the Email To address for every recipient; if you chose to test Current , only one email will be sent.

Running document distributions

Once you have customized the documents to distribute, generated the recipients, and sent a test email for each recipient, you are ready to run the document distribution. The Send button at the top of the details zone will now be enabled for that document distribution.

Every active recipient must have a valid email address. To give a recipient an email address, go to that contact's profile and add an email address in the Communications zone. If a recipient has more than one email address, the recipient's default email will be used.

To run the document distribution:

1. In the Document Distributions list, select the document distribution.
   Its properties appear in the detail zone.
2. Click the Send button at the top of the detail zone.
   An email with the email template containing the appropriate documents will be sent to every recipient whose box is selected.

Once the document distribution has finished executing, its status is changed to Completed and the Date Sent field is updated with the current date and time.

If there is an error when you execute the document distribution, its status changes to Completed with Errors. An Error activity is assigned to you with the details of the error in its Notes field. You can view this activity in the tasks list in the Schedule workspace.

The Test and Send operations are completed asynchronously. You do not have to wait for the document distribution to finish sending before using the application. Therefore, you may need to refresh the current view to see updated status and other information.